Board Acts on Virtual Meeting Policy, Infrastructure Projects, and Tenant Issues
Geauga Metropolitan Housing Authority (GMHA) - 6/17/2025
Meeting Info: Regular meeting held on June 17, 2025 at 4:00 pm (EST) in the Conference Room at Murray Manor at 385 Center Street, Chardon, OH 44024. This meeting was in-person only.
Agenda: An agenda was provided at the meeting. It is not available online. The documented
proceedings below follow the agenda and are presented sequentially.
1. Call to Order - 4:00 pm
2. Attendance: Chairperson Jeff Markley, and board members Susan Kemerrer, Walter Claypool, Sandy Grassman, and Michael Petruziello were present.
Staff Attendance: Dawn Farrell, Executive Director, Carrie Carlson, Chief Financial Officer, and Todd Petersen, Legal Counsel.
Others Present: This Observer and six other members of the public were in attendance.
Observer Note: The Executive Director indicated they were recording the audio of the meeting.
3. Pledge of Allegiance - Recited
4. Discussion/Approval of Minutes: May Regular Meeting
Minutes from the May 2025 regular meeting were reviewed. A motion to approve the minutes was made and seconded, and the motion passed without objection. Ms. Grassman abstained.
5. Financial Statements and Write-Offs
The board reviewed the financial statements for Public Housing, Section 8, HUD, and non-federal funds for May 2025. There was discussion about alignment with the approved budget. Staff noted that the agency was tracking well, showing a surplus of approximately $81,000 compared to the budgeted $72,000.
However, upcoming expenditures were noted, including fencing and camera upgrades at Morningside Manor, title searches for vacant lots, and environmental assessments for demolition of certain Cloverdale units.
There were no write-offs to report this month.
The financial statements were received and approved by unanimous vote.
6. Commissioner’s Report - Nothing Reported
7. Report of Counsel
Mr. Petersen noted a busy month, largely consisting of smaller issues requiring ongoing attention. Specific topics covered included:
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Revisiting and refining the agency’s virtual meeting policy, social media policy, and document retention policy.
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An unresolved issue from a prior meeting regarding the Code of Conduct was flagged for future follow-up.
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Mr. Petersen clarified eviction notice requirements under local judicial interpretation: a 30-day notice must precede the standard 3-day notice. While this interpretation is stricter than state minimums, it reflects the local judge’s preferences and was accepted to avoid protracted appeals.
8. Report of the Director
Ms. Farrell provided updates on ongoing programs, capital efforts, and regulatory matters across the agency as detailed below.
a. May Programs Report
No specific information from the May program summary was discussed during the meeting.
b. RAD Conversion
Ms. Farrell reiterated challenges in advancing the Rental Assistance Demonstration (RAD) conversion process. Contact with consultant Mike Andrews had stalled. Staff is actively seeking other consultants and has reached out to a larger housing authority that might offer support, but no response has been received.
The first step in the RAD conversion—transferring the units—has not yet occurred, and HUD may begin to pressure the agency to demonstrate progress.
c. Vacant Lots
The Director reported that the agency has engaged services for title searches on a number of vacant lots it owns. This initiative was approved in earlier meetings, and the expenses were included in the financial report reviewed earlier in the session. These parcels may have future development, sale, or cleanup considerations, and title clarity is essential before action can be taken.
d. Cloverdale II Units
Environmental assessments are being conducted for selected units in the Cloverdale II development. These units have been marked for potential demolition due to physical degradation or unsuitability for continued occupancy. The assessments are a necessary preliminary step in determining eligibility for demolition approval and any subsequent redevelopment or land use.
e. Emergency & NSPIRE Grant
Ms. Farrell confirmed that the GMHA is not eligible for the NSPIRE (National Standards for the Physical Inspection of Real Estate) grant under Housing and Urban Development (HUD) rules.
f. Capital Fund Grant
Discussion of capital improvements occurred indirectly during the financial and operational updates. Planned spending includes three new fence installations at Morningside Manor and the expansion of surveillance camera coverage at the same property. These upgrades will be funded in part by the agency’s surplus and are likely supported by Capital Fund resources. The agency also referenced armspend obligations (expenditure timelines required under HUD rules), which may be motivating the pace of these capital projects.
Old Business
a. Virtual Meetings
The board approved a policy to allow virtual meetings, aligning with Ohio Revised Code (ORC)121.221. Language for the policy will be finalized before the July meeting. Mr. Markley confirmed he would attend the next meeting virtually due to an upcoming surgery. Reviewer Note: The regulations for virtual meetings contained in ORC 121.221 stated that there can be no virtual meeting if any of the following apply: “(i) The meeting or hearing involves a vote to approve a major nonroutine expenditure as defined in the policy adopted by the public body under this section; (ii) The meeting or hearing involves a vote to approve a significant hiring decision as defined by that policy; (iii) The meeting or hearing involves a purpose to propose, approve, or vote on a tax issue or tax increase;”
The board also discussed challenges related to virtual executive sessions—specifically, the risk of unauthorized recording or uninvited listeners. They agreed to develop trust-based safeguards and emphasized that executive sessions would not be recorded. Legal counsel Mr. Petersen will create the policy for review.
b. Record Retention Schedule
The board approved an updated records retention schedule. Key highlights included:
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Hardcopy records older than seven years may be discarded in accordance with the new schedule.
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Staff noted limitations in digitizing historical records due to time and staffing constraints but committed to digitizing W2s and other required long-term documents.
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Emails and voicemails will be retained based on their subject matter, not blanket timelines. The board acknowledged Mr. Claypool’s preference for a defined retention period (e.g., 6 or 12 months) and may revisit the email policy in the future.
c. Disposal of Records
Following the approval of the new retention policy, the board formally authorized the shredding of eligible hardcopy records, reclaiming valuable storage space.
New Business
a. NOC COG Lease
The board reviewed and renewed a lease agreement for a suite at the Murray Manor complex, currently occupied by the Northeast Ohio Counties Council of Governments (NOC COG). The lease renewal keeps the rent at $1,632 per month ($19,584 annually), the same rate as the previous year.
Square footage was confirmed at approximately 1,500 square feet across multiple offices. Board members discussed whether this rate was below market. Some noted that due to building restrictions, this space is not commercially leasable and thus justifies the discounted rate.
b. IT Services
Following a Request for Proposals (RFP) and evaluation by both staff and an outside IT advisor, Griffin Technology Group was selected to provide IT services for the coming year at a cost not to exceed $3,400.
The board approved the contract, with the understanding that a more refined scope would be developed before subsequent renewal.
9. Hearing of the Public
Two residents from Murray Manor spoke:
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One resident, Ms. Kim Forest, raised concerns about smoking areas near building entrances and the incomplete painting of interior corridors. Staff explained that maintenance staff illness had interrupted painting, which will now be completed in-house. Smoking area signage will be reviewed and updated to meet the 25-foot rule.
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Another resident, Russel Scarvelli, commented on frequent marijuana odors and broken glass near trash collection points. Staff emphasized that maintenance requests must be submitted through appropriate channels and reiterated that alcohol is permitted inside apartments for tenants of legal age, but not in common areas.
10. Executive Session
The board entered executive session to discuss personnel matters, including employment, dismissal, discipline, promotion, and demotion. A roll-call vote was taken to enter the session. No reportable actions were taken during the executive session.
11. Any Further Business
Mr. Claypool raised a conversation from the prior regular meeting with regard to potentially deploying Habitat for Humanity to build on vacant lots. Mr. Markley directed this be covered during next month’s regular meeting under the heading “Disposition of Property.”
12. Adjournment
The meeting adjourned at 5:39 pm.
Next Meeting: July 15, 2025 at 4:00 pm at Murray Manor.
More information about the Geauga Metropolitan Housing Authority can be found here.
Observer: David Lewis
Editor: Gail Roussey
Reviewer: Sarah McGlone
Date Submitted: 06/25/2025
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